HubSpot to Zoho CRM Migration: A Step-by-Step Guide to Switch CRMs
Is HubSpot getting too expensive as your business grows? Do you need more flexibility than HubSpot offers? Many companies switch from HubSpot to Zoho CRM for better value and more control.
Moving CRMs can feel scary. You have years of customer data, deal history, and notes in HubSpot. Losing any of it would hurt your business.
This guide shows you how to migrate from HubSpot to Zoho CRM step by step. Follow these steps and your data will arrive safely in your new CRM.
Why Move from HubSpot to Zoho CRM?
Before we dive into the how, let us look at why companies make this switch.
Cost Savings
HubSpot starts affordable, but costs rise fast as you grow. Adding marketing features, more contacts, or advanced tools adds up quickly.
Zoho CRM offers similar features at a lower price point. You get more for your money, especially with the Enterprise and Ultimate plans.
More Customization
HubSpot has limits on how much you can customize. Zoho CRM lets you change almost everything to fit how your business works.
Better Integration Options
Zoho has 45+ apps in its ecosystem. If you use Zoho Books, Zoho Desk, or Zoho Projects, everything works together smoothly.
Ownership and Control
With Zoho, you have more control over your data and processes. This matters for businesses with specific requirements.
What You Need Before Starting
Get these things ready before you begin migration.
Access to Both Systems
You need admin access to:
- HubSpot account (to export data)
- Zoho CRM account (to import data)
Time and Resources
Set aside enough time:
- Small migrations: 1-2 weeks
- Medium migrations: 2-4 weeks
- Large migrations: 4-8 weeks
A Clear Plan
Know what you want to move:
- Which contacts and companies
- What deal data
- How much history
- What custom properties
Step 1: Assess Your HubSpot Data
Start by understanding what you have in HubSpot.
Review Your Objects
HubSpot organizes data into objects. List what you use:
- Contacts (people)
- Companies (organizations)
- Deals (opportunities)
- Tickets (support requests)
- Products (what you sell)
- Custom objects
Count Your Records
Know how much data you have:
- Number of contacts
- Number of companies
- Number of deals
- Number of notes and activities
Document Custom Properties
List all the custom fields you created:
- Contact properties
- Company properties
- Deal properties
- What type each field is (text, number, date, dropdown)
Note Your Automations
Write down what HubSpot does automatically:
- Workflows
- Sequences
- Lead scoring rules
- Assignment rules
These will not migrate automatically. You need to rebuild them.
Step 2: Map HubSpot to Zoho CRM
Figure out where HubSpot data will go in Zoho CRM.
Object Mapping
HubSpot objects match to Zoho modules:
| HubSpot | Zoho CRM |
|---|---|
| Contacts | Contacts |
| Companies | Accounts |
| Deals | Deals |
| Tickets | Use Zoho Desk or Cases |
| Products | Products |
| Notes | Notes |
| Tasks | Tasks |
| Meetings | Events |
Property to Field Mapping
Map each HubSpot property to a Zoho field:
- List all HubSpot properties you use
- Find matching Zoho fields
- Note fields that need to be created
- Check that field types match
Common Mapping Issues
Watch for these problems:
Dropdown differences: HubSpot dropdown values might be different from Zoho picklist values.
Required fields: Zoho might require fields that HubSpot leaves optional.
Field type mismatches: A text field in HubSpot might need to be a number in Zoho.
Date formats: Make sure date formats are consistent.
Step 3: Set Up Zoho CRM
Prepare your Zoho CRM account before importing data.
Create Your Team Structure
Set up users and permissions:
- Create roles for different job functions
- Add user accounts
- Set up profiles with the right permissions
- Create groups if needed
Build Custom Fields
Create fields to hold your HubSpot data:
- Go to Settings > Customization > Modules and Fields
- Pick the module you want to customize
- Add custom fields that match your HubSpot properties
- Set the right field type for each
Set Up Picklist Values
For dropdown fields:
- Add all the values you use in HubSpot
- Use the same names if possible
- Note any values that need translation
Configure Module Settings
Set up each module:
- Page layouts
- Required fields
- Field dependencies
- Validation rules
Step 4: Export Data from HubSpot
Now get your data out of HubSpot.
Export Contacts
- Go to Contacts in HubSpot
- Click "Export" in the upper right
- Choose properties to export
- Select "All contacts" or filter as needed
- Export as CSV
Export Companies
- Go to Companies in HubSpot
- Click "Export"
- Choose company properties
- Export as CSV
Export Deals
- Go to Deals in HubSpot
- Click "Export"
- Choose deal properties
- Include associated contacts and companies
- Export as CSV
Export Notes and Activities
Activity data needs extra steps:
- Export from the engagement or activity section
- Match activities to the right records
- Keep track of timestamps
Keep Files Safe
After exporting:
- Save copies in multiple places
- Check that files look right
- Count records to verify
Step 5: Clean Your Data
Do not import messy data. Clean it first.
Remove Duplicates
Look for duplicate contacts and companies. Decide which version to keep.
Delete Old Records
Think about what you really need:
- Contacts you never email?
- Deals from years ago?
- Companies you no longer work with?
Less data means faster, easier migration.
Fix Data Quality Issues
Clean up common problems:
- Empty required fields
- Wrong formats (phone numbers, dates)
- Invalid email addresses
- Inconsistent naming
Prepare Association Files
If you have company-contact associations:
- Export the relationship data
- Include IDs that link records together
- Keep this file for later import
Step 6: Import Data to Zoho CRM
Zoho has built-in tools to import HubSpot data.
Using the Data Migration Wizard
Zoho CRM has a wizard for HubSpot migration:
- Go to Settings > Data Administration > Import
- Select "HubSpot" as the source
- Connect with your HubSpot API key
- Follow the wizard steps
The wizard handles much of the work automatically.
Manual Import Method
If you prefer manual control:
- Import Accounts (Companies) first
- Import Contacts second, linking to Accounts
- Import Deals third, linking to Accounts and Contacts
- Import Notes and Activities last
Import Order
Order matters for keeping relationships:
- Accounts - These stand alone
- Contacts - Link to Accounts using company name or ID
- Deals - Link to Accounts and Contacts
- Activities - Link to related records
During Import
As you import:
- Match fields carefully
- Preview before confirming
- Watch for errors
- Note anything that fails
Step 7: Verify Your Data
After import, check that everything came over right.
Count Records
Compare numbers:
- Contacts exported vs. contacts in Zoho
- Companies exported vs. accounts in Zoho
- Deals exported vs. deals in Zoho
Small differences are normal (duplicates removed, for example). Big differences mean something went wrong.
Spot Check Records
Pick random records and verify:
- All fields have the right data
- Associations are correct
- Notes and activities are there
Check Relationships
Make sure links are right:
- Contacts belong to the right accounts
- Deals are connected to contacts and accounts
- Activities are on the right records
Fix Problems
If you find issues:
- Zoho lets you undo and redo imports
- Fix mapping and try again
- Clean source data if needed
Step 8: Rebuild Your Automations
HubSpot workflows do not migrate. Rebuild them in Zoho.
Workflow Rules
For simple automations:
- List what each HubSpot workflow does
- Create matching workflow rules in Zoho
- Set triggers, conditions, and actions
- Test with sample records
Email Sequences
If you used HubSpot sequences:
- Look at Zoho's email cadence features
- Rebuild your sequences
- Update email templates with Zoho merge fields
Lead Scoring
Recreate your lead scoring:
- Document your HubSpot scoring rules
- Set up scoring in Zoho CRM
- Adjust scores as needed
Assignment Rules
Rebuild lead and deal assignment:
- Note your HubSpot assignment logic
- Create assignment rules in Zoho
- Test with new records
Step 9: Set Up Integrations
Reconnect your other tools to Zoho CRM.
Email Integration
Connect your email:
- Gmail integration
- Outlook integration
- IMAP for other providers
Calendar Integration
Sync your calendar:
- Google Calendar
- Outlook Calendar
Marketing Tools
If you keep HubSpot Marketing:
- Zoho has a HubSpot extension
- Or switch to Zoho Marketing Automation
- Or use third-party connectors
Other Integrations
Check each connected app:
- Does it support Zoho CRM?
- What is the setup process?
- Will historical data sync?
Step 10: Train Your Team
Help your team learn the new system.
What to Cover
Focus on daily tasks:
- Finding contacts and accounts
- Creating new records
- Logging calls and emails
- Managing deals
- Running reports
Training Methods
Use different approaches:
- Live training sessions
- Recorded videos
- Quick reference guides
- Hands-on practice time
Address the Change
Help with the transition:
- Acknowledge that change is hard
- Highlight benefits of the new system
- Be patient with questions
- Provide ongoing support
Step 11: Go Live
When everything is ready, make the switch official.
Pre-Launch Checklist
Verify these items:
- All data is imported correctly
- Automations are working
- Integrations are connected
- Team is trained
- Support plan is in place
Launch Day
On go-live day:
- Do a final data sync if needed
- Announce the switch to your team
- Have support people available
- Monitor for issues
First Week
During the first week:
- Check in with users daily
- Fix problems quickly
- Gather feedback
- Note common questions
Common Challenges and Solutions
Here are problems you might face and how to handle them.
Email History Not Migrating
HubSpot email history is hard to move. Options:
- Export and store as reference
- Use third-party tools
- Accept that old history stays in HubSpot
Complex Workflow Rebuilding
Some HubSpot workflows are complex. Solutions:
- Break into smaller pieces
- Use Zoho Blueprint for multi-step processes
- Get help from a Zoho consultant
Team Resistance
People may resist the change. Help by:
- Explaining the reasons for the switch
- Showing benefits clearly
- Being patient during learning
- Celebrating wins
Data That Does Not Map Cleanly
Some data does not fit Zoho's structure. Options:
- Create custom fields
- Transform data before import
- Store in notes or attachments
Frequently Asked Questions
How long does HubSpot to Zoho migration take?
Most migrations take 2 to 6 weeks. Simple setups finish faster. Complex organizations with lots of data take longer.
Will I lose any data?
With careful planning, you should not lose data. Always keep backups of your HubSpot exports.
Can I use both systems during transition?
Yes. Many companies run both CRMs briefly. This adds work but reduces risk.
What about HubSpot Marketing Hub?
You can keep HubSpot Marketing and connect it to Zoho CRM. Or switch to Zoho Marketing Automation. Or use other marketing tools.
Do I need professional help?
For simple setups, you can do it yourself. For complex migrations with lots of custom work, professional help saves time and reduces risk.
Can I undo the migration if it goes wrong?
Zoho lets you undo recent imports. This is why you keep backups of your HubSpot data throughout the process.
Next Steps
Ready to make the move? Here is what to do:
- Sign up for a Zoho CRM trial
- Export a sample of HubSpot data
- Practice importing to Zoho
- Document your full migration plan
- Decide if you need expert help
Migrating from HubSpot to Zoho CRM is a significant project, but many businesses do it successfully every day. The key is good planning and careful execution.
Take your time with each step. Test thoroughly. And do not hesitate to get help if you need it. Your data is too important to risk.
The flexibility and value you gain from Zoho CRM will make the effort worthwhile. Start your planning today.